Special Instructions to Applicants: All interested applicants please attach a cover letter and resume in PDF format.

Position Summary:

Under the supervision of the Senior Events Specialist, the Events Specialist is responsible for managing the planning and execution of a portfolio of assigned events for the Development and Alumni Relations division that may include presidential events, development events such as those for cultivation and stewardship efforts, and alumni-focused events such as Alumni Weekend (Homecoming & Reunion), Families Weekend, Association of Rice Alumni Laureates, and regional engagement events. The primary job duties of this position include: contributing to the university's fundraising and engagement efforts through the development of customized event strategies in collaboration with other teams on special event projects such as regional events for alumni, development campaigns, stewardship events, and events for the President's Office; working with campus stakeholders to design and execute customized events in furtherance of their program goals; and developing and maintaining relationships with on-campus and off-campus vendors and coordinating with them for multiple events.

The ideal candidate is comfortable working in a fast-paced environment managing multiple tasks and has strong verbal and written communication skills as well as attention to detail.

Workplace Requirements:

Must possess (or have the ability to obtain one within 30 days of hire) and maintain a valid Texas driver's license with no more than three moving violations and/or at fault accidents within the past 36 months, and no convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five years.

Minimum Requirements:

• Bachelor's Degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year for year basis may be substituted
• 2+ years experience planning and executing special events in a variety of sizes and budgets, including professional experience in catering, restaurant, hotel management, or experience in an institution of higher education or other non-profit organization in events or donor relations

Skills:

• Ability to manage complex timelines and multiple projects
• Ability to work both independently and as part of a team
• Advanced communication and customer service skills
• Must be well organized and detail oriented
• Ability to cultivate partnerships
• Demonstrated high level of confidence in making decisions, good judgment, and innovative and creative problem-solving skills
• Advanced knowledge of Microsoft Office suite and other online
• Advanced knowledge of Microsoft Office suite and other online documents

Preferences:

• Related professional experience working with diverse personalities, managing volunteers, and planning events in a non-profit or higher education environment
• Experience using alumni/development software
• Experience interacting with high-level administrators
• Ability to relate to, and develop excellent working relationships with, senior leaders
• Strong database skills
• Ability to interact professionally with all levels of internal and external constituents (donors, board/president, community leaders, team members, vendors)
• Ability to handle sensitive and confidential information tactfully and appropriately
• Excellent time management skills with ability to work with distractions and interruptions
• Willing to take charge of assignments and follow through with minimal supervision

Essential Functions:

• Meets with stakeholders to plan scope and format of events, establishes and monitors budgets, and reviews administrative procedures and event progress
• Serves as project leader on events, coordinating teams that plan, implement, and manage all aspects of events
• Takes responsibility for budget planning and management, venue management, and equipment and facilities management
• Builds and maintains relationships with internal and external partners
• Negotiates vendor contracts to minimize liability and risks
• Researches and provides recommendations for potential event locations, and evaluate alternatives
• Procures and coordinates vendor services
• Performs all other duties as assigned

Additional Functions:

• Extensive contact within the university at all levels including the President's Office, house and staff; alumni, donors, and community leaders, in person, in writing, and by telephone
• Coordination with the President, Deans, faculty members, senior administrative staff, students, and Development and Alumni Relations staff is required
• Frequent contact with prospective donors, alumni, Board Members, community leaders and vendors, in person, in writing, and by telephone
• Occasionally supervises the staff of outside vendors or student assistants while providing event services
• May work with volunteers on programs and events and guide the overall management of groups
• Open office environment
• May have long periods of computer use (up to 8 hours a day)
• Evening and weekend work is required as needed
• Assists with event setup for on- and off-campus events (including transporting favors, programs, and other special event-related items)
• Must have access to transportation

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

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Rice University is an Equal Opportunity Employer committed to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.